Microsoft PowerApps and Microsoft Flow Licensing Guide · 2019-10-08 · Connect to your data Standard connectors ⚫ ⚫ Premium connectors ⚫ ⚫ On premise data gateway ⚫ ⚫

PowerApps and Microsoft Flow Licensing Guide | October 2019

Microsoft PowerApps and

Microsoft Flow Licensing Guide

October 2019

PowerApps and Flow Licensing Guide | October 2019

Table of Contents

How to buy ............................................................................................................................................................................................. 1 Licensing Programs............................................................................................................................................................................................. 1

Multiplexing .......................................................................................................................................................................................................... 2

PowerApps Subscriptions.................................................................................................................................................................. 2 PowerApps ............................................................................................................................................................................................................. 2

PowerApps Portals .............................................................................................................................................................................................. 5

Flow Subscriptions ............................................................................................................................................................................... 7 Subscription Capacity ...................................................................................................................................................................... 11 PowerApps and Flow Capacity Add-ons .................................................................................................................................. 12

Common Data Service Capacity Add-ons .............................................................................................................................................. 12

AI Builder capacity add-on ........................................................................................................................................................................... 12

PowerApps and Flow capacity add-on .................................................................................................................................................... 14

Trial and Implementation ............................................................................................................................................................... 14 Pricing .................................................................................................................................................................................................... 14 Additional Resources ....................................................................................................................................................................... 15 Appendix A: Terminology and Custom Entities .................................................................................................................... 16 Appendix B: Standard Connectors moved to premium category .................................................................................. 18 Appendix C: Licensing Channel / Segment Availability ...................................................................................................... 19 Appendix D: Dynamics 365 and Office 365 licenses that include PowerApps and Flow capabilities .............. 20 Appendix E: Change Log ................................................................................................................................................................ 21

PowerApps and Flow Licensing Guide | October 2019 P a g e | 1

Using This Guide

Use this guide to improve your understanding of how to license Microsoft PowerApps and Microsoft Flow.

This guide is not intended to influence the choice of Microsoft products and services. The examples

presented in this guide are illustrative. Microsoft reserves the right to review or update this document at

any time without notice.

This document applies for users with PowerApps and Microsoft Flow licenses.

To facilitate understanding of licensing requirements this guide is structured as follows:

1) Brief description of the product

2) Channel Licensing (how to buy)

3) Licensing

4) Use rights

5) Add-ons

6) Notes: Changes

7) Scenarios

For help determining the right technology solution for any given organization, including the license

requirements for a specific product or scenario, consult with your Microsoft account team or your

Microsoft Certified Partner. This guide does not supersede or replace any of the legal documentation

covering use rights.

What’s new in this licensing guide This licensing guide was updated to reflect licensing updates as of October 2019.

What is changing October? Description

PowerApps per app plan New per user, per app license

PowerApps per user plan New per user license for PowerApps

Flow per user plan New per user license for Flow

Flow per business process plan New per Flow license

PowerApps portals New capacity add-ons that enable external/anonymous user licensing

AI Builder (PowerApps and Flow) New capacity add-on to infuse apps and workflows with AI

PowerApps and Flow capacity New capacity add-on to increase the daily usage limits

How to buy

Licensing Programs

Licensing programs are channels where you can buy PowerApps and Flow. You can license PowerApps

and Flow through Microsoft Volume Licensing (VL), Cloud Solution Provider program (CSP), and/or Web

Direct (MOSP) programs. In Volume Licensing, PowerApps and Flow are available through:

• Enterprise Agreement (EA)

• Enterprise Agreement Subscription (EAS)

• Service and Cloud Enrollment (SCE)

• Enrollment for Education Solutions (under the Campus and School Agreement) (EES)

Additional channels:

• Microsoft Online Government

• Microsoft Products and Services Agreement (MPSA). More information on MPSA is available here.

• Microsoft Online Subscription Program (Web Direct/MOSP)

Participating in a Volume Licensing program typically involves signing an agreement and/or enrollment,

meeting a minimum purchase requirement, and ordering licenses through a Microsoft Reseller. Visit the

https://www.microsoft.com/en-us/Licensing/licensing-programs/licensing-programs.aspx


Microsoft Volume Licensing website to learn more about how to buy through Volume Licensing, find a

reseller partner, and more helpful information.

Multiplexing

Multiplexing refers to the use of hardware or software that a customer uses to pool connections, reroute

information, or reduce the number of users that directly access or use the PowerApps and Flow service.

Multiplexing does NOT reduce the number of SLs of any type required to access the PowerApps and Flow

apps. Any user or device that accesses the PowerApps and Flow app —whether directly or indirectly—

must be properly licensed.

PowerApps and Flow service can only be accessed if you have a PowerApps or Flow license. Similarly,

PowerApps and Flow licenses are required for users that input data into, query, or view data from the

PowerApps and Flow apps through a pooling device. Pooled connections use a non-interactive user

account in PowerApps and Flow that can access the system but only via the web service layer. Internal

users accessing PowerApps and Flow service indirectly through a portal or via an API to a separate service

such Microsoft Outlook must also be properly licensed, regardless of if they are set up as a PowerApps

and Flow user in the app, for example:

• Internal users that access the PowerApps and Flow service must still be properly licensed for

PowerApps and Flow.

• Any user that accesses PowerApps and Flow service that is made available through an automated

process requires a PowerApps and Flow license

• The number of tiers of hardware or software between the PowerApps and Flow apps and the user

or devices that ultimately use PowerApps and Flow service indirectly does not affect the number

of SLs required.

For additional information about multiplexing refer to the Microsoft Volume Licensing Brief

Multiplexing—Client Access License (CAL) Requirements.

PowerApps Subscriptions

PowerApps

Service Overview

PowerApps is a low code/no code application platform that allows enterprises to

digitize business operations by easily building line of business applications and

customizing existing Office 365 and Dynamics 365 applications, For more details,

please visit https://powerapps.microsoft.com

Licensing overview

General purpose, full PowerApps capabilities are licensed on a standalone basis. Additionally, limited

PowerApps capabilities are included within various Office 365 and Dynamics 365 licenses. High level

overview of the licensing structure is provided below.

Per user, per app Per user Seeded PowerApps

Licensing scheme

Per user, per app Per user Through Office 365 and Dynamics

365 user licenses

Description

Allow individual users to run applications1 for a specific business

scenario based on the full capabilities of PowerApps

Equip users to run unlimited applications based on the full

capabilities of PowerApps

Customize and extend Office 365 & Dynamics 365 applications

1 Each license allows end user to run 2 custom apps and access 1 custom portal

https://www.microsoft.com/en-us/licensing/how-to-buy/how-to-buy

http://download.microsoft.com/download/8/7/3/8733d036-92b0-4cb8-8912-3b6ab966b8b2/multiplexing.pdf

https://powerapps.microsoft.com/


Standalone PowerApps licensing

Customers that need general purpose and full capabilities of the platform should license PowerApps on a

standalone basis. Licensing is supported on both a “per user” basis as well as a “per user, per app” basis.

Both standalone licenses are fully featured. Details follow.

PowerApps per app plan

PowerApps per app plan allows organizations to get started with the platform at a lower entry point.

Customers on the per app plan typically start with 1-2 leading use case scenarios before adopting the

platform more broadly. PowerApps per app plan is also an attractive licensing option to license end users

that run only a few apps.

PowerApps per app plan allows individual users to run 2 custom applications (be it canvas or model or

both) and access 1 custom portal based on the full capabilities of PowerApps.

Per user, per app offer summary

SKU Name PowerApps per app plan

License type Tenant wide capacity license

License assignment In product

Are licenses stackable? Yes

Entitlement Summary for PowerApps per app license

1 An entity within CDS becomes restricted only if the Dynamics 365 application is installed on a given environment 2 Service limits are published at http://aka.ms/platformlimits – PowerApps and Flow capacity add-on can be purchased to increase

daily service limits 3 Common Data Service database and file capacity entitlements are pooled at the tenant level

Note:

• Embedded canvas apps within a model-driven app will not count towards the two-app limit.

• A single user might be covered by multiple ‘per app’ licenses to allow the user to use multiple

solutions targeted at various business scenarios, without requiring a per-user license

• Once a pool of PowerApps per app licenses are purchased, individual licenses need to be

assigned to specific environments and to individual users

PowerApps per user plan

PowerApps per user plan allows licensed users to run unlimited custom applications based on the full

capabilities of PowerApps.

Per user offer summary

SKU Name PowerApps per user plan

License type User license

Plans and capabilities PowerApps

per app plan

Run custom apps / portals

Run custom apps (both canvas and model driven) 2 apps

Access custom portals 1 custom portal

Connect to your data

Standard connectors ⚫

Premium connectors ⚫

On premises data gateway ⚫

Custom connectors ⚫

Store and manage data

Utilize Common Data Service ⚫

Create and access custom entities (includes complex entities)

⚫

Dynamics 365 restricted entities access1 Read only

Execute workflows Microsoft Flow use rights Within app context

(Classic CDS) Non real-time and real-time workflows ⚫

Per license capacity2

Common Data Service Database Capacity3 50 MB

Common Data Service File Capacity3 400 MB

Daily API request limit2 1,000

Infuse AI AI Builder capacity add-on $

http://aka.ms/platformlimits


Entitlement Summary for PowerApps per user license

1 An entity within CDS becomes restricted only if the Dynamics 365 application is installed on a given environment 2 Service limits are published at http://aka.ms/platformlimits – PowerApps and Flow capacity add-on can be purchased to increase

daily service limits 3 Common Data Service database and file capacity entitlements are pooled at the tenant level

PowerApps use rights included with Dynamics 365 licenses

Limited PowerApps use rights are included with Dynamics 365 licenses to allow users to customize &

extend Dynamics 365 applications. Use of PowerApps capabilities included with Dynamics 365 licenses

must be only within the context of the licensed Dynamics 365 application. Further, the specific use rights

vary by Dynamics 365 license type.

PowerApps use rights with Dynamics 365 applications

Capabilities Dynamics 365 Applications1

Dynamics 365 Enterprise Applications2

Run custom apps3 Run standalone apps (canvas/standalone) -

Custom apps within the same environment(s) as the licensed Dynamics 365 application(s)


Standard connectors ⚫ ⚫

Premium connectors ⚫ ⚫

On premise data gateway ⚫ ⚫

Custom connectors ⚫ ⚫


Utilize Common Data Service ⚫ ⚫

Create and access custom entities 15 per application ⚫

Dynamics 365 restricted entities use rights Create, read,

update and delete Create, read, update and

delete

Execute workflows

Microsoft Flow user rights Within app

context Within app context

(Classic CDS) Non real-time and real-time workflows

⚫ ⚫

Infuse AI AI Builder capacity add-on $ $

PowerApps Portal use rights

Access standalone PowerApps Portals -

Custom portals within the same environment(s) as the licensed Dynamics 365 application(s)

1Dynamics 365 Sales Professional, Dynamics 365 Customer Service Professional, Dynamics 365 Talent: Onboard, Dynamics 365 Team

Members, Dynamics 365 Operations – Activity, Dynamics 365 Business Central Team Members 2 Dynamics 365 Sales Enterprise, Dynamics 365 Customer Service Enterprise, Dynamics 365 Field Service, Dynamics 365 Project

Service Automation, Dynamics 365 Finance, Dynamics 365 Supply Chain Management, Dynamics 365 Retail, Dynamics 365 Talent,

Dynamics 365 Business Central 3 PowerApps and Flow usage will count against the API request limits provided by the Dynamics 365 license Service limits are

published at http://aka.ms/platformlimits – PowerApps and Flow capacity add-on can be purchased to increase daily service limits

Plans and capabilities PowerApps

per user plan

Run custom apps / portals

Run custom apps (both canvas and model driven) Unlimited

Access custom portals Unlimited




On premise data gateway ⚫



Utilize Common Data Service ⚫

Create and access custom entities (includes complex entities) ⚫

Dynamics 365 restricted entities access1 Read only

Execute workflows Microsoft Flow use rights Within app context

(Classic CDS) Non real-time and real-time workflows ⚫


Common Data Service Database Capacity3 250 MB

Common Data Service File Capacity3 2 GB






PowerApps use rights included with Office 365 licenses

Limited PowerApps use rights are included with select Office 365 licenses to allow users to customize &

extend Office 365 for productivity scenarios. For a complete list of Office 365 licenses that include

PowerApps use rights, please refer to Appendix D.

PowerApps use rights with Office 365 licenses

1Common Data Service database and file capacity entitlements are pooled at the tenant level 2 Reference http://aka.ms/platformlimits for more details on usage limits; “PowerApps and Flow capacity add-on” can be purchased

to increase daily service limits.

PowerApps Portals

Service Overview

PowerApps Portals deliver the capability to build standalone, external-

facing portals over the Common Data Service. For more information on

PowerApps Portals, please visit https://powerapps.microsoft.com/en-

us/powerapps-portals/

Licensing overview

Provisioning a PowerApps Portals instance

PowerApps Portals instances can be provisioned by customers on-demand. Provisioning a portals instance

draws 1GB from available (unused) Common data service database capacity. Thus, provisioning additional

portals instances is only capped by available Common data service database capacity.

Usage of a PowerApps Portals instance

Each end user that accesses a PowerApps Portals instance needs to be licensed appropriately. The table

below outlines the end user types.

End user type Description Use case examples

External user (authenticated)

Obtains secure access to personalized data by utilizing authentication mechanisms such as Azure AD, LinkedIn, Okta, etc.

• B2B - Partner management (Dealer, Supplier, Franchise etc.)

• B2C – Account management etc.

Anonymous user Access publicly viewable web pages powered by the portal

Knowledge management sites

Internal user A user licensed with PowerApps or Dynamics 365

Employee self-serve

Capabilities Office 365

Run custom apps/portals

Run custom apps (canvas apps) Unlimited

Run custom apps (model driven apps) -

Access custom portals -


Standard connectors (see Appendix B) ⚫

Premium connectors -

On premise data gateway -

Custom connectors -

Store and manage data Utilize Common Data Service -

Create and access custom entities (includes complex entities) -

Execute workflows Microsoft Flow use rights (See Flow with Office 365 section) ⚫


(shared capacity across all

PowerApps and Flow usage)

Common Data Service Database Capacity1 -

Common Data Service File Capacity1 -




https://powerapps.microsoft.com/en-us/powerapps-portals/

https://powerapps.microsoft.com/en-us/powerapps-portals/


The licensing scheme varies based on end user type.

End user type Licensing model Description

External user (authenticated)

Per login

A login provides the authenticated user with access to a single portal for up to 24 hours. Multiple logins during the 24-hour period count as 1 billable login Think of a login as a day pass to a single PowerApps Portal

Anonymous user Per page view

Internal user • License fee pays for access to

PowerApps Portals • No additional monetization

Custom portal use rights are aligned with custom app use rights

Per login model

For PowerApps Portals instances that implement authenticated external user scenarios, appropriate login

capacity, based on anticipated usage volumes, should be purchased. Customers should purchase

necessary capacity of logins across all Portals instances that cater to authenticated external user scenarios.

SKU Names Unit

Capacity Min

Purchase Monthly Volume

Launch Channel

PowerApps Portals login capacity add-on 100 logins

/month

1 100 logins Oct-19 All

PowerApps Portals login capacity add-on tier-2 10 1,000 logins Dec-19 All

PowerApps Portals login capacity add-on tier-3 50 5,000 logins Dec-19 CSP only

Each unit provides 100 logins/month. Volume tiers and corresponding SKUs differ based on minimum

purchase requirements. For each of the tiers, once the minimum purchase requirement is met, additional

units can be purchased in units of 1.

For example, a customer requiring 5,500 logins/month can purchase 55 units of “PowerApps Portals login

capacity add-on tier-3”

Capacity enforcement

For PowerApps Portals login capacity add-on SKUs, purchased capacity is enforced monthly. Unused

logins do NOT carry over from one month to another. Customers should purchase appropriate capacity

aligned with peak monthly anticipated usage.

Overage handling

While occasional and reasonable overages will be tolerated, customers exceeding purchased capacity

should adjust their purchase quantity per standard Microsoft terms to remain in compliance.

Assignment of purchased capacity

The minimum assignment capacity per PowerApps Portal instance is 100 logins/month. Once the

minimum capacity of 100 logins/month is assigned, additional logins can be added in terms of 1 login.

Per page view model

For PowerApps Portals instances that implement anonymous access scenarios, appropriate capacity of

page views, based on anticipated usage, should be purchased. Customers should purchase necessary

page views capacity across all Portals instances that cater to anonymous access scenarios.

SKU Name Unit Capacity Channels

PowerApps Portals page view capacity add-on 100,000

page views/month All

Each unit provides 100,000-page views per month. For example, a customer requiring 570,000-page views

per month, should purchase 6 units of “PowerApps Portals page view capacity add-on”



For PowerApps Portals pageview capacity add-on SKUs, purchased capacity is enforced monthly. Unused

page views do NOT carry over from one month to another. Customers should purchase appropriate

capacity aligned with peak monthly anticipated usage.

Overage handling




The minimum assignment capacity per PowerApps Portal instance is 50,000-page views/month. Once the

minimum capacity is assigned, additional page views can be added in terms of 1-page view

PowerApps Portals – Use rights for Internal users

For internal users i.e. users licensed with PowerApps or Dynamics 365 licenses, the use rights for

PowerApps Portals which are essentially custom portals aligns with use rights to custom PowerApps.

License Custom PowerApps Portals use rights

Dynamics 365 Team Members None

Dynamics 365 Operations - Activity None

Dynamics 365 Professional license1 None

Dynamics 365 Enterprise license2

• PowerApps Portals that map to licensed Dynamics 365 application context

• PowerApps Portals that map to the same environment as the licensed

Dynamics 365 application

PowerApps per app 1 PowerApps portal

PowerApps per user Unlimited PowerApps portals

Office 365 None 1Dynamics 365 Sales Professional, Dynamics 365 Customer Service Professional, Dynamics 365 Talent: Onboard 2Dynamics 365 Sales Enterprise, Dynamics 365 Customer Service Enterprise, Dynamics 365 Field Service, Dynamics 365 Project

Service Automation, Dynamics 365 Finance, Dynamics 365 Supply Chain Management, Dynamics 365 Retail, Dynamics 365 Talent,

Dynamics 365 Business Central

API limits for PowerApps portals

Each login provides a daily limit entitlement of 200 API calls per 24-hour period per user. Anonymous

page views, which rarely interact with backend system functionality, are afforded up to 3 API calls per

page view.

These API calls are pooled at portal level depending on number of logins/page views assigned to portal.

Flow Subscriptions

Service Overview

Microsoft Flow allows enterprises to implement automated workflows

and business processes and achieve operational efficiencies. For more

details, please visit https://flow.microsoft.com.

Licensing overview

General purpose Flow capabilities are licensed on a standalone basis. Limited Flow capabilities are also

included within PowerApps, Office 365 and Dynamics 365 licenses. High level overview of the licensing

structure is provided below.

https://flow.microsoft.com/


Flow Per user Per flow Seeded Flow

Licensing scheme

Per user Per flow

Minimum purchase of 5 flows Through Office 365, Dynamics

365, and PowerApps

Description Allow individual users to create unlimited flows based on their unique needs.

Implement flows with reserved capacity that serve unlimited users across an organization.

Automate business processes and workflows for Office 365, Dynamics 365, and PowerApps

Standalone Flow licensing

Customers that need full-fledged, general purpose workflow/business process automation capabilities,

should consider purchasing standalone Flow licenses. Licensing is supported on both a “per user” basis as

well as a “per flow” basis. Both standalone licenses include the full capabilities on Flow. Details follow.

Flow per user plan

Flow per user plan equips individual users to create and run unlimited workflows and business processes

based on their unique needs. The per user plan is intended to support the broad adoption of an

automation culture in an organization. Should the entire organization be licensed with the Flow per user

plan, admins will have minimal overhead with tracking how many Flows are being activated/used within

the organization.

Per user offer details

SKU Name Flow per user plan

Enabled Flows Unlimited

Usage limit 5,000 daily API requests

“PowerApps and Flow capacity add-on” can be purchased to increase daily service limits.

Flow per business process plan

Flow per business process plan is licensed by flow and allows customers to implement critical business

processes with capacity that serves teams, departments, or the entire organization without individually

licensing each end user that triggers the licensed flow.

Flow per business process plan is great for departmental scenarios where typically, one power user sets up

a flow and shares the same with the broader group. This plan alleviates the need to license each end user

that knowingly/unknowingly triggers execution of the licensed flow.

Per flow offer details

SKU Name Flow per business process plan

Minimum Purchase 5 units

Usage limit 15,000 daily API requests per licensed flow

Note:

• All types of enabled top level flows need to be licensed (Scheduled flows, automated flows,

instant flows and business process flows). Flows that are only used as “child” flows (triggered by

another Flow) do not need to be additionally licensed

• Should customers wish to license more top-level Flows, they should purchase more units of the

“Flow per business process plan”

Should customers only wish to license more usage capacity for currently licensed flows, they may

purchase “PowerApps and Flow capacity add-on”.


Plan and Capabilities Flow per user

plan Flow per flow plan

Basics Minimum purchase NA 5 units

User license required? Yes -

Execute Flows Workflows ⚫ ⚫ Business process flows ⚫ ⚫


Standard connectors ⚫ ⚫

Premium connectors ⚫ ⚫ On premises data gateway ⚫ ⚫ Custom connectors ⚫ ⚫

Store and manage data Common data service use rights ⚫ ⚫

Per license capacity

Common Data Service Database Capacity1 50MB 50MB Common Data Service File Capacity1 200MB 200MB Daily API request limit2 5,000 15,000

1 Reference http://aka.ms/platformlimits for more details on usage limits; “PowerApps and Flow capacity add-on” can be purchased

to increase daily service limits. 2 Additional Common Data Service Database/File/Log capacity can be purchased in increments of 1GB. Common Data Service

Database and File capacity are pooled tenant wide.

Note, scheduled flows may be configured to trigger every minute, irrespective of license type. There are

no limits on the frequency of flow runs beyond what the connector supports.

Flow use rights included with PowerApps licenses

PowerApps licenses (both “PowerApps per app plan” and “PowerApps per user plan”) include Flow use

rights for the purpose of automating workflows associated with the PowerApps application(s).

Flow use within PowerApps is limited to the context of the PowerApps application. What this means is

that for both triggers and actions, Flows included within a PowerApps application can connect to:

• Any data source within the use rights of the PowerApps application

• Directly with the PowerApps application (via built in trigger/action)

If the Flow is isolated and has nothing to do with the PowerApps application, then standalone Flow

licenses will need to be purchased.

Example of Flow use within PowerApps application context:

User with a standalone PowerApps license runs an app that uses SQL DB as the data source and includes

Flows that:

• Read from OR write to SQL DB

• Use a built-in PowerApps trigger and/or action – e.g., Send a push notification to the app

Example of Flow use outside of PowerApps application context:

The same user (in the example above) now also wants to use a Flow that updates an Oracle database, and:

• Is completely unrelated to the PowerApps app

• Does not interact in any way with the PowerApps app (or its data sources)



This user will then require a standalone Flow license.

Plans and capabilities Flow use rights within PowerApps licenses

Execute Flows1,2 Workflows ⚫

Business process flows ⚫




On-premises data gateway ⚫


Store and manage data Common data service use rights ⚫

1 Flow use needs to map to the context of the embedding PowerApps applications 2 Flow usage counts against the service limits associated with the embedding Office 365 license. Please review

http://aka.ms/platformlimits for more details on usage limits; “PowerApps and Flow capacity add-on” can be purchased to increase

daily service limits

Flow use rights included with Dynamics 365 licenses

Dynamics 365 licenses include Flow use rights for the purpose of customizing and extending Dynamics

365 application(s).

Flow use within Dynamics 365 is limited to the context of the embedding Dynamics 365 application. For

both triggers and actions, Flows included within the Dynamics 365 application can connect to:

• Any data source within the use rights of the Dynamics 365 application

• Directly with the Dynamics 365 application (via built in trigger/action)

If the embedded Flow is not within the context of the Dynamics 365 application, then standalone Flow

licenses will need to be purchased.

Summary of Flow use rights with Dynamics 365 licenses

Plans and capabilities Flow use rights within Dynamics 365 licenses

Execute Flows1,2 Workflows ⚫

Business process flows ⚫




On-premises data gateway ⚫


Store and manage data Common data service use rights ⚫ 1 Flow use needs to map to the context of the embedding Dynamics 365 applications 2 Flow usage counts against the service limits associated with the embedding Dynamics 365 license. Reference

http://aka.ms/platformlimits for more details on usage limits; “PowerApps and Flow capacity add-on” can be purchased to increase

daily service limits

Flow use rights included with Office 365 licenses

Office 365 licenses include Flow use rights for the purpose of customizing and extending Office 365

applications.

Flow use within Office 365 is limited to the context of the embedding Office 365 application. For both

triggers and actions, Flows included within the Office 365 application can connect to:

• Any data source within the use rights of the Office 365 application

• Directly with the Office 365 application (via built in trigger/action)

If the embedded Flow is not within the context of the Office 365 application or if the embedded Flow

needs to connect to a premium on-premises or custom data source standalone Flow licenses will need to

be purchased.

https://flow.microsoft.com/en-us/connectors/?filter=&category=standard

https://flow.microsoft.com/en-us/connectors/?filter=&category=premium






Summary of Flow use rights with Office 365 licenses

1 Usage capacity is across both PowerApps and Flow; “PowerApps and Flow capacity add-on” can be purchased to increase daily

service limits. More details at http://aka.ms/platformlimits

Subscription Capacity

PowerApps and Flow default subscription capacities leverage the same tenant and infrastructure and will

accrue across one tenant. Every tenant with a PowerApps or Flow license receives default capacity. In

addition, for each PowerApps per user, PowerApps per user, per app, Flow per user, and Flow per flow

plan license there is additional capacity added to the tenant.

PowerApps Default Capacity per tenant Default Accrued per

app

Accrued per

user

Common Data Service Database capacity 1GB +50MB +250MB

Common Data Service File capacity 20GB +400MB +2GB

Common Data Service Log capacity 2GB 0 0

Flow Default Capacity per tenant Default Accrued per

user

Accrued per

flow

Common Data Service Database capacity 1GB +50MB +50MB

Common Data Service File capacity 20GB +200MB +200MB

Common Data Service Log capacity 2GB 0 0

Note, customers may have as many flows as needed per-flow plan. Each flow will increase capacity limits.

PowerApps, Flow and Dynamics 365 Customer Engagement applications leverage the same tenant and

infrastructure. Common Data Service capacity (database, file and log formats) is pooled across the tenant

and shared amongst relevant application workloads.

Common Data Service capacity – Capacity types and Purpose

Type Purpose

Database Stores and manages entity definitions and data

File Store attachments to notes or emails in Customer Engagement applications and PowerApps. These

include documents, image files, videos, PDF files and other crucial files needed in an organization.

Log Records entity and attribute data changes over time for use in analysis and reporting purposes. Log

capacity is designed to help organizations meet their auditing, compliance, and governance policies

The first subscription of PowerApps OR Flow OR Dynamics 365 Customer Engagement provides the one-

time default capacity entitlement for the tenant. For example, if a new customer purchases “PowerApps

per user plan”, the tenant will receive 10GB of default Common Data Service Database capacity. Additional

subscriptions do not add to the tenant’s default capacity.

Plans and capabilities Flow use rights within

Office 365 licenses

Execute Flows1 Workflows Unlimited1

Business process flows -



Premium connectors -

On-premises data gateway -

Custom connectors -

Store and manage data Common data service use rights -

Per license capacity Daily API Requests1 2,000





Default Capacity Allocation (Tenant wide) CDS

Database capacity

CDS

File Capacity

CDS

Log Capacity

PowerApps per user plan 10 GB 20 GB 2 GB

PowerApps per app plan 1 GB 2 GB 200 MB

Flow per user plan 1 GB 2 GB 200 MB

Flow per business process plan 1 GB 2 GB 200 MB

Upon additional subscriptions being added to the tenant, additional Common Data Service capacity might

accrue to the tenant. Additional capacity per PowerApps and Flow subscription license is listed below.

Per License Accrued Capacity

(Pooled tenant wide)

CDS

Database capacity

CDS

File Capacity

CDS

Log Capacity

PowerApps per user plan 250 MB 2 GB -

PowerApps per app plan 50 MB 400 MB -

Flow per user plan 50 MB 200 MB -

Flow per business process plan 50 MB 200 MB -

Example:

Let’s assumed that a new customer starts by purchasing 10 PowerApps per user licenses and 20 PowerApps

per app licenses. In this case, the total tenant wide pooled capacity will be as follows:

Default and Accrued Capacity Allocation Default/

tenant Accrued/10 Enterprise USL

Total Tenant

wide capacity

Common Data Service Database Capacity 10GB 10*250MB + 20*50MB = 3.5GB 10GB + 3.5GB = 13.5GB

Common Data Service File Capacity 20GB 10*2GB + 20*400MB = 28GB 20GB+28GB = 48 GB

Common Data Service Log Capacity 2GB NA 2GB

PowerApps and Flow Capacity Add-ons

If you require additional subscription capacity (such as additional database or file capacity), you can

include these optional add-on licenses with your subscription. Subscription add-ons apply across tenant

and are not tied to a specific user. Subscription add-ons can be purchased at any time and remain a part

of the subscription for the remainder of the subscription term.

Common Data Service Capacity Add-ons

PowerApps apps or flows utilizing the Common Data Service will consume varying quantities of Database

Capacity, File Capacity, and Log Capacity and may require different kinds of PowerApps and Flows

environments. Apps may utilize flows, or flows may be run separately from apps.

Each type of per user license (Office 365, Dynamics 365 applications, the standalone PowerApps and Flow

Plan licenses) include capacities of one of more of these basic resources. These entitlements are pooled,

and shared across users, at the customer tenant level.

Subscription Capacity/tenant Additional Increment

Common Data Service Database capacity 1GB

Common Data Service File capacity 1GB

Common Data Service Log capacity 1GB

AI Builder capacity add-on

Service overview

AI Builder helps empower everyone – regardless of their technical experience to work with Artificial

Intelligence (AI). This solution helps easily add AI capabilities to both apps and business processes.


AI Builder supports various scenarios such as predictions, business card, and many more. For more

information on AI Builder, please visit https://powerapps.microsoft.com/ai-builder/

Licensing overview

AI Builder is licensed as an add-on to PowerApps, Flow and Dynamics 365 licenses.

AI Builder is licensed on a capacity basis. AI Builder capacity is expressed in the form of “service credits”.

Service credits serve as the single (common) currency across all the scenarios supported by AI Builder.

Available service credits are deducted when AI Builder services are used. Different scenarios (for example,

forms processing, prediction, etc.) burn down service credits at different rates.

Customers should purchase the appropriate number of AI Builder capacity add-on units based on

anticipated usage across all scenarios.

Offer Details

SKU name AI Builder capacity add-on

License type Tenant wide capacity license

Entitlement 1 million monthly service credits

Qualifying base licenses PowerApps, Flow and Dynamics 365 licenses

Each unit of “AI Builder capacity add-on” includes 1 million service credits per month. For example, a

customer requiring 4.7 million service credits per month (based on anticipated usage), should purchase 5

units of “AI Builder capacity add-on”.

Note:

• Purchased service credits can be used from AI Builder models included within Microsoft Flow,

PowerApps and Dynamics 365 applications

• Service credits are deducted / consumed for both training and production usage

• Service credits are pooled across the tenant


For AI Builder capacity add-on SKUs, purchased capacity is enforced monthly and unused service credit do

not carry over month to month.

Overage handling



Comprehensive monitoring, reporting and alerting mechanisms will be instituted to assist customers with

managing AI Builder capacity. More stringent technical enforcement (including service denial) will result

for usage that is significantly over the purchased capacity.


Assignment of purchased capacity to appropriate Flows, PowerApps applications and Dynamics 365

workloads is managed in product. Assignment helps ensure capacity for critical AI models. The minimum

capacity to be assigned is 1 service credit.

https://powerapps.microsoft.com/ai


PowerApps and Flow capacity add-on

PowerApps and Flow capacity add-on increases the daily API request limit for PowerApps, Flow and

Dynamics 365 users/workloads that need more usage capacity than their allocation. For more details on

service limits and to learn about daily service limits applicable to various to licenses, please visit


Offer details

SKU name PowerApps and Flow capacity add-on

Base licenses PowerApps, Flow, Office 365 and Dynamics 365 licenses

Capacity entitlement Additional 10,000 daily API requests per unit

Capacity assignment In product


For PowerApps and Flow capacity add-on SKUs, purchased capacity is enforced daily and

unused/unassigned API calls do not carry over from day to day. Also, the assigned capacity is specific to a

user/flow

Overage handling

While occasional and reasonable overages will be tolerated, customers exceeding licensed capacity should

adjust their purchase quantity per standard Microsoft terms to remain in compliance.


Upon purchase of the add-on subscription, the tenant admin will need to assign the purchased capacity

to specific users and/or flows. Minimum capacity that needs to be assigned is 1,000 daily API requests

Trial and Implementation

Free Trials

You can sign-up for a free trial of PowerApps or Flow for details:

• PowerApps here

• Microsoft Flow here

Development and Testing with PowerApps and Flow

The free Community Plan is intended for individual use allowing developers to learn and build skills on

PowerApps, Microsoft Flow and Common Data Service. To learn more, click here.

Pricing

You can find PowerApps price lists here:

• PowerApps: https://powerapps.microsoft.com/pricing

• Flow: https://flow.microsoft.com/pricing


https://signup.microsoft.com/Start?sku=powerapps_viral&ru=https%3a%2f%2fweb.powerapps.com%2flogin%2fportal

https://preview.flow.microsoft.com/manage/

https://powerapps.microsoft.com/en-us/communityplan/

https://powerapps.microsoft.com/pricing

https://flow.microsoft.com/pricing


Additional Resources

Resource Link

PowerApps and Flow Licensing Deck https://go.microsoft.com/fwlink/?LinkId=2085130&clcid=0x409

PowerApps Service https://powerapps.microsoft.com/

Flow Service https://flow.microsoft.com/

Dynamics 365 Licensing Guide https://go.microsoft.com/fwlink/?LinkId=866544&clcid=0x409

Dynamics 365 Business Central Licensing Guide https://go.microsoft.com/fwlink/?LinkId=871590&clcid=0x409

Dynamics 365 Mixed Reality Licensing Guide https://go.microsoft.com/fwlink/?LinkId=2090495&clcid=0x409

https://go.microsoft.com/fwlink/?LinkId=2085130&clcid=0x409%20

https://powerapps.microsoft.com/

https://flow.microsoft.com/

https://go.microsoft.com/fwlink/?LinkId=866544&clcid=0x409




Appendix A: Terminology and Custom Entities

Administration: Administration is critical in order to establish boundaries and policies around the use of

PowerApps in organizations

• Manage environments – space to store, and manage, and share data, apps, and flows

• Data policies – create and enforce policies that define how data can be shared

App (definition of PowerApps per app): An “app” is a combination of Power Platform assets that solves a

specific business scenario

• Each “per app” license provides use rights to 1 Portal and 2 custom apps (model driven and/or

canvas)

• No limits on other components (e.g., forms, dashboards, etc.)

Application Program Interface (API): Any form of application programming interface that provides access

to a Microsoft service and any associated tools, including sample code that enables interactions with

Microsoft's services, and documentation that Microsoft makes available under these TOU, and includes all

elements, components, and executables of such API.

Application Types:

• Canvas Apps: Design and build a business application from a canvas in Microsoft PowerApps without

writing code in a traditional programming language. Design the application by dragging and

dropping elements onto a canvas, the designer has complete control over app layout.

• Model-driven Apps: Design is a component-focused approach to app development based on data

model and business processes. Unlike canvas app development where the designer has complete

control over application layout, with model-driven apps much of the layout is determined for you

and largely designated by the components you add to the application.

Common Data Service: Common Data Service lets you store and manage data that's used by business

applications.

Connector: It provides a way for users to connect their business data and leverage a set of pre-built

actions and triggers to build their applications and workflows. Examples of connections: Common Data

Service, SharePoint, SQL, OneDrive, Excel, Dynamics 365.

• Standard Connector: Data sources within the Microsoft 365 ecosystem. Examples: Excel, Outlook,

SharePoint, LinkedIn. A list of standard connectors here.

• Premium Connector: Business systems beyond Microsoft 365, require PowerApps Plan 1 or Plan 2.

Examples: DocuSign, Zendesk, Jira Software.

• Custom Connector: To support more tailored scenarios, you can build custom connectors with their

own triggers and actions. These connectors are function-based - data is returned based on calling

specific functions in the underlying service. Example: Services that are not available as prebuilt

connectors.

• On-premises Connector: Access on-premises data using a gateway. Example: Microsoft SQL Server.

CRUD: Create, read, update, and delete operations.

Entities: A set of records used to store data, similar to how a table stores data within a database. Entities

let you model your business data for use within your organization business applications. Examples of

entities: Account, Contact, Lead, Opportunity.

• Standard entities: Common Data Service provides set of business entities, out of the box, that

represent most commonly used entities across business applications. Examples: Account,

Appointment, Contact, Email, etc.

• Custom entities: Entities that are created by the customer/partner for a specific business need. For

example, type of machine is not a standard entity, so you can create it as a custom entity.

• Restricted entities: Entities that requires a Dynamics 365 license for full access. Examples: Case, SAL,

Knowledge Articles. For list of restricted entities click here.

https://flow.microsoft.com/en-us/connectors/

https://docs.microsoft.com/en-us/powerapps/maker/common-data-service/data-platform-restricted-entities


• Complex entities: These are entities that use complex server-side business logic. Any entity (whether

standard or custom) becomes complex once the customer/partner associates the entity with the

custom business logic. Example: any entity that uses a real-time workflow or code plug-in.

Flow (definition of Flow within app context): For both triggers and actions, Flows included within an

embedding application can connect

• To any data source within the use rights of the embedding application

• Directly with the embedding application (via built in trigger/action)

Workflows:

• Background Workflows: Task automation across systems and services. Runs in the background.

• Real-time Workflows: Task automation across systems and services. Runs in a real time manner.

• Business Process Flows: Structured stateful human interactive workflows which are composed of

multiple steps, allows branching/stage gating, and includes process KPIs and reporting.


Appendix B: Standard Connectors moved to premium

category

PowerApps and Flow rely on a common set of pre-built connectors to provide access to business data.

These pre-built connectors are divided into two categories (Standard and Premium) which align to the use

rights across the various service editions. For a complete list of the available data connectors click here.

https://flow.microsoft.com/en-us/connectors/?filter=&category=all


Appendix C: Licensing Channel / Segment Availability

License Channel Segment

EA EAS EES CSP MPSA MOSP CORP FAC STU EDU GOV GCC NFP

PowerApps per app plan ⚫ ⚫ ⚫ ⚫ ⚫ ⚫ ⚫ ⚫ ⚫ ⚫ ⚫ ⚫ ⚫

PowerApps per user plan ⚫ ⚫ ⚫ ⚫ ⚫ ⚫ ⚫ ⚫ ⚫ ⚫ ⚫ ⚫ ⚫

Flow per user plan ⚫ ⚫ ⚫ ⚫ ⚫ ⚫ ⚫ ⚫ ⚫ ⚫ ⚫ ⚫ ⚫

Flow per business process plan ⚫ ⚫ ⚫ ⚫ ⚫ ⚫ ⚫ ⚫ ⚫ ⚫ ⚫ ⚫ ⚫

PowerApps Portals login capacity add-on ⚫ ⚫ ⚫ ⚫ ⚫ ⚫ ⚫ ⚫ ⚫ ⚫ ⚫ ⚫ ⚫

PowerApps Portals login capacity add-on tier-21 ⚫ ⚫ ⚫ ⚫ ⚫ ⚫ ⚫ ⚫ ⚫ ⚫ ⚫ ⚫ ⚫

PowerApps Portals login capacity add-on tier-31 ⚫ ⚫ ⚫ ⚫ ⚫ ⚫ ⚫ ⚫

PowerApps Portals page view capacity add-on ⚫ ⚫ ⚫ ⚫ ⚫ ⚫ ⚫ ⚫ ⚫ ⚫ ⚫ ⚫ ⚫

AI Builder capacity add-on ⚫ ⚫ ⚫ ⚫ ⚫ ⚫ ⚫ ⚫ ⚫ ⚫ ⚫ ⚫ ⚫

PowerApps and Flow capacity add-on ⚫ ⚫ ⚫ ⚫ ⚫ ⚫ ⚫ ⚫ ⚫ ⚫ ⚫ ⚫ ⚫

Common Data Service Database Capacity ⚫ ⚫ ⚫ ⚫ ⚫ ⚫ ⚫ ⚫ ⚫ ⚫ ⚫ ⚫ ⚫

Common Data Service File Capacity ⚫ ⚫ ⚫ ⚫ ⚫ ⚫ ⚫ ⚫ ⚫ ⚫ ⚫ ⚫ ⚫

Common Data Service Log Capacity ⚫ ⚫ ⚫ ⚫ ⚫ ⚫ ⚫ ⚫ ⚫ ⚫ ⚫ ⚫ ⚫

1PowerApps Portals login capacity add-on tier 2 and tier 3 SKUs will be available December 1, 2019

All other SKUs are available October 1, 2019


Appendix D: Dynamics 365 and Office 365 licenses that

include PowerApps and Flow capabilities

Dynamics 365

Qualifying Licenses Dynamics 365 Sales Enterprise Dynamics 365 Supply Chain Management

Dynamics 365 Sales Professional Dynamics 365 Retail

Dynamics 365 Customer Service Enterprise Dynamics 365 for Talent

Dynamics 365 Customer Service Professional Dynamics 365 for Talent: Onboard

Dynamics 365 Field Service Dynamics 365 Unified Operations – Activity

Dynamics 365 Project Service Automation Dynamics 365 Business Central

Dynamics 365 Team Members Dynamics 365 Business Central Team Members

Dynamics 365 Finance

Office 365

Qualifying Licenses Office 365 Business Essentials Office 365 A5 for Students Office 365 Business Premium Office 365 Education E3 for Faculty Office 365 A1 for Faculty Office 365 Education E3 for Students Office 365 A1 for Students Office 365 Education for Homeschool for Faculty Office 365 A1 Plus for Faculty Office 365 Education for Homeschool for Students Office 365 A1 Plus for Students Office 365 Enterprise E1 Office 365 A3 for Faculty Office 365 Enterprise E2

Office 365 A3 for Students Office 365 Enterprise E3

Office 365 A3 for Student Use Benefit Office 365 Enterprise E3 Developer

Office 365 A5 for Student Use Benefit Office 365 Enterprise E3 without ProPlus

Office 365 A5 Office 365 Enterprise E5

Office 365 A5 for Faculty Office 365 Enterprise F1


Appendix E: Change Log Page Topic Change Action Date

4-7 PowerApps plans New Capability October 2019

7-9 PowerApps Portal New Capability October 2019

9-13 Flow plans New Capability October 2019

14 AI Builder Capacity New Capacity add-on October 2019

15 PowerApps and Flow Capacity New Capacity add-on October 2019

© 2019 Microsoft Corporation. All rights reserved.

This document is for informational purposes only. MICROSOFT MAKES NO WARRANTIES, EXPRESS OR IMPLIED, IN THIS DOCUMENT. This information is

provided to help guide your authorized use of products you license; it is not your agreement. Your use of products licensed under your license agreement is

governed by the terms and conditions of that agreement. In the case of any conflict between this information and your agreement, the terms and conditions

of your agreement control. Prices for licenses acquired through Microsoft resellers are determined by the reseller.

Documents

Microsoft PowerApps and Microsoft Flow Licensing Guide · 2019-10-08 · Connect to your data Standard connectors ⚫ ⚫ Premium connectors ⚫ ⚫ On premise data gateway ⚫ ⚫